Welcome to the new reimbursements page that contains the materials you need to process your expense reports.
Forms
Please fill out this form for all your travel reimbursement requests, if you are a Boise State University employee.
If you are not a Boise State University employee, please contact geosadmin@boisestate.edu
For all non-travel related expense report reimbursements
Travel-Reimbursement Use Cases
Reimbursement use cases – Table that shows documentation required for different travel or reimbursement scenarios.
Useful References
- Travel Expense Pre Audit Process – P2P Reimbursement process
- Most Common Reasons for expense report rejection -from P2P Reimbursements
- Travel Expense Report Training – Slides from June 2025
- Travel Expense Report Training Chat Questions – June 2025
Common Funding Strings
Listed here are the most common funding strings used for purchasing and travel expense report reimbursements.
Funding Strings Explained
First number: 1001-appropriated or 3010-local or 4010-grant funded
Second number: department→ Will most often be 71400 (Geoscience)
Third number: cost center→ Where the money comes out of, each faculty will have their own number; grants will usually be 1001004
Fourth number: expense code→ Will show what the expense falls under
Funding String example:
Geoscience Local Account : 3010.71400.2081000.572500
Most Common Expense Codes
Purchasing expense codes:
Express Mail/Messenger- 502300
Individual Organization Memberships- 505500
Publications and Subscriptions-506000
Conference/training registration fees-507000 (non-grant)
Conference/training registration fees- 507001 (grant only travel related)
Other Professional services not a Boise State University employee- 519900
Freight Shipping- 525500
Office supply and equipment <$2000- 54100
Office Furniture <$2000- 542000
Computer and Related Equip. <$2000- 558000
Educational Supplies <$2000- 572000
Field Supplies- 572500
Medical and Lab Supplies <$2000- 574100
Food for Meetings- 567050
Candidate Meal Expense- 567051
Machinery and Equipment Rental- 591000
Gasoline- 546500
Credit card fees- 596300
Non-state Employee Expenses- 599000
Employee Development- 509900
These following codes are only for use with travel reimbursement:
Per Diem and Lodging In-State- 539600
Per diem In-State Taxable (IDWR day per diem trips)-535300
Per Diem and Lodging Out-of-State- 539700 (employee travel reimbursement only)
Per Diem and Lodging International- 539800
Public Transportation In-State- 539100 – includes Uber rides
Public Transportation Out-of-State- 539200 – Includes Uber rides
Airfare Out-of-State- 538100
Airfare In-State- 538000
Airfare International- 537900
Rental Vehicles In-State- 536700
Rental Vehicles Out-of-State- 536800
Personal Vehicle Mileage In-State- 536000
Personal Vehicle Mileage Out-of-State- 536500
More expense codes can be found:
All Segment Values Report.xlsx – reference Expense tab
Stay within the 5xxxxx codes and do not use 6xxxxx codes